Board of Public Works and Safety

BOARD OF PUBLIC WORKS AND SAFETY COUNCIL CHAMBERS NOVEMBER 28, 2023-8:30 A.M. Roll call was answered by: Mayor SuzAnne Handshoe, Chairman Jim Dazey, and Board Member Don Gura. Others present were: Katie Ritchie, Lance Waters, Patrick Howell, Brian Strange, Tara Streb, John Dixon, Ryan Alwine, Sheryl Prentice- KPC, Tanya Evard, Cindy Marple, Scott Derby, and Jeremy McKinley. Pledge of Allegiance The Pledge of Allegiance was recited by all in attendance. Minutes Board Member Don Gura made a motion to approve the Board of Works minutes from the November 14, 2023 meeting with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Petitions No petitions or comments were given. Clerk-Treasurer Request to Pay Aim Clerk-Treasurer Katie Ritchie requested authorization to pay AIM for the 2024 Dues in the amount of $5,683.00. The money for this will come from the BOW Contractual Account. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Cemetery Request to Purchase Mower Super Intendent Ryan Alwine requested authorization to purchase a Grasshopper 725DT mulch kit mower from Weaver Outdoors LLC in the amount of $4,205.00. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Engineering Renewal of Annual ArcGIS Software Subscription Administrative Engineer Scott Derby requested authorization to pay ESRI $4,150.00 for the annual GIS software subscription. The cost will be divided between the departments that use the system. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Preventative Maintenance/ Service Agreement- HVAC Building Inspector Dave Lange requested permission to enter in to a three year HVAC contract with Havel for the maintenance and service on the HVAC unit at City Hall in the amount of $8,340.00 annually. Havel was the lowest bid submitted. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road Phase 2 Design- Invoice #30 Administrative Engineer Scott Derby requested authorization to pay A&Z Engineering $7,354.06 (federal- $5,883.25 & local- $1,470.81). Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road Phase 2 R/W Acquisition- Invoice #3 Administrative Engineer Scott Derby requested authorization to pay A&Z Engineering $29,775.00 (federal- $23,820.00 & local- $5,955.00). Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. The Drake Road Phase 2 Status Report was presented for review. Request Waiver of Demolition Fees- KRI Bob Marshall from KRI requested the demolition fees be waived for 226 & 230 E. Wayne Street. KRI has purchased these blight homes and are going to remove them. Mayor SuzAnne Handshoe withdrew her vote as she is on the KRI Board. Board Member Don Gura made a motion to approve with a second from Chairman Jim Dazey. The motion passed 2 ayes – 0 nays. Drake Road Phase 1- Pay Request #10 Administrative Engineer Scott Derby requested authorization to pay A&Z Engineering $29,450.90 (federal- $23,560.72 & local- $5,890.18). Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Fire Request to Pay ESO Fire Chief Jeremy McKinley requested authorization to pay ESO in the amount of $5,665.91 for software programming. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Park Request to Purchase Mowers Park Director Dawn McGahen requested authorization to purchase two John Deere mowers and one tractor in the amount of $43,495.00. There is already an existing purchase order to John Deere in the amount $40,176.01. The requested additional amount would then be $3,318.99. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Benches Park Director Dawn McGahen requested authorization to purchase four aluminum benches from Sightlines Athletics in the amount of $4,095.00. These benches will be placed on the soccer fields for teams to use. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Pay Pioneer Athletics Park Director Dawn McGahen requested authorization to pay Pioneer Athletics $8,710.00 for a paint sprayer for athletic fields. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Picnic Tables Park Director Dawn McGahen requested authorization to purchase 15 picnic tables and four benches from Belson Outdoors in the amount of $20,455.89. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Pay Pulver Asphalt Park Director Dawn McGahen requested authorization to encumber $50,000.00 to Pulver Asphalt Paving for asphalt work that will be done in 2024 in the Park. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Pay Hixson Sand and Gravel Park Director Dawn McGahen requested authorization to pay Hixson $5,632.00 for sand and limestone for 2024. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Pay Gametime Park Director Dawn McGahen requested authorization to purchase 200 cubic yards of wood fiber from Gametime in the amount of $6,960.00. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Police Request to Purchase from Lexipol Chief of Police Lance Waters requested authorization to pay Lexipol $5,000.00 for the annual fee for the 2024 year for software. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Verkada Cameras Chief of Police Lance Waters requested authorization to pay Insight $4,464.26 for Verkada surveillance cameras. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Cradlepoint Annual Subscription Chief of Police Lance Waters requested authorization to pay Insight $5,041.20 for the 2024 annual subscription for the cradlepoints. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Verkada Door Controllers and Card Readers Chief of Police Lance Waters requested authorization to pay Insight in the amount of $13,670.42 for a Verkada door controller and card readers for the rest of City Hall. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Stalker Radar Chief of Police Lance Waters requested authorization to pay Stalker Radar in the amount of $4,858.50 for three new patrol radar units. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Ball Caps Chief of Police Lance Waters requested authorization to purchase 20 custom ball caps from Betty Lou’s in the amount of $300.00. This is so every officer will have matching caps for their uniforms. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase a 2020 Ford Edge Chief of Police Lance Waters requested authorization to purchase a 2020 Ford Edge from Max Platt in Kendallville in the amount of $30,009.00. The Police Department will be trading in a 2019 Chevy Tahoe for $18,000.00 bringing the price of the edge down to $12,009.00. The rest of the money will come from the general fund unappropriated account from Officer Cleckner’s vehicle that was totaled via the insurance company. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Uniform Shirts and Pants from Brateman’s Inc. Chief of Police Lance Waters requested authorization to purchase 20 uniform shirts and pants from Brateman’s in the amount of $3,275.58. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Handheld Radios Chief of Police Lance Waters requested authorization to purchase three new handheld radios from Rocky Mountain Communications in the amount of $7,500.00. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase for Getac In-Car Recording Systems Chief of Police Lance Waters requested authorization to purchase for Getac in-car recording systems from Insight in the amount of $21,544.36. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Chief Waters informed the Board this was his last meeting before retiring and separating from the City to become Mayor starting January 1, 2024. Street Request to Encumber Money for Barn Street Superintendent Brian Strange requested authorization to encumber $100,800.00 for a new cold storage barn being built by Jaguar Buildings. Jaguar was the only one who bid exactly what was asked and Strange recommended that the Board go with that certain builder. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. WWTP New Hire Recommendation Patrick Howell said that he would like the Board to table the new hire. Mayor SuzAnne Handshoe made a motion to table the new hire request with a second from Board Member Don Gura. The motion passed 2 ayes – 0 nays. Wage Adjustment- Cox Superintendent Patrick Howell requested authorization to give Tiffani Cox a wage adjustment of $0.90 an hour as she has reached her 180 anniversary. The adjustment will take effect on November 30, 2023. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Sewer Pump Repair Superintendent Patrick Howell requested authorization to pay S&K Equipment in the amount of $21,150.00 to repair the raw sewage pump in the operations building. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Slide Gate Replacement Superintendent Patrick Howell requested authorization to purchase slide gates from BL Anderson in the amount of $66,445.00. This is a part of the compliance plan for the EPA and will be paid from account 6201004620.000. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Purchase Control Panel for Slide Gate Superintendent Patrick Howell requested authorization to purchase a new control panel for the slide gate that was mentioned above in the amount of $44,281.00 from Toric Engineering. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Final Words Chairman Jim Dazey thanked Chief of Police Lance Waters for his years of service to the City and wished him best of luck as the new incoming Mayor for the City of Kendallville on January 1, 2024. Chairman Dazey invited the department heads to Chief Water’s retirement party in the Police Training Room on Friday December 1, 2024 from 2:00 – 4:00 P.M. Motion to Adjourn Board Member Don Gura made a motion to adjourn the meeting. Chairman Jim Dazey adjourned the meeting at 9:06 A.M. _____________________________________ Kathren R. Ritchie- Clerk Treasurer Minutes approved by me this 12th day of December, 2023. _______________________________________ W. SuzAnne Handshoe-Mayor